7 top time saving email tips

Time management – time saving email tips

Five minutes on timer - Time saving email tipsRecently  I have been prioritising my top five tasks each day and it works! Rather than looking at a whole weeks ‘to do’ list, I find I can focus on the 5 most important tasks and be more productive.

Lately I have been trying to limit the e-mails in my in-box to those immediately readable on screen, so I don’t have to scroll down. I have achieved it a few times, but it always seems to start spreading again immediately!

I’m sure I’m not the only one fighting against an ever-rising email tide, so time saving email tips seemed like a good topic for a new blog post.

Here are my 7 current favourite time saving email tips:

1. Discipline yourself to only download and read your emails 2 or 3 times a day. Mid-morning and mid-afternoon would be good times.

2. Some can then be deleted straightaway, or at least put into appropriately named folders for later use. Only keep in your in-box emails which require action or to remind yourself you are waiting for a reply. Only keep the latest message in an ongoing exchange.

3. Take care with subject headings. Be very specific and use dates if necessary. The reason for this is that later you could find yourself trawling through a long list of ‘Meeting’s or ‘Update’s to find the one which contains the vital information you need right now.

4. Draft standard responses if you receive lots of similar enquiries.

5. Sometimes the phone is faster and less confusing. For example if you are trying to change arrangements and need to make sure everyone affected is aware.

6. Try the 2-minute rule. If something can be done in 2 minutes, do it.

7. Write shorter emails by dispensing with the greetings and sign-offs and stick to the facts. You may think this is rude but the case for shorter emails is convincing.

Don’t be tempted to use email to avoid personal contact, particularly if there is already a difficulty. Chances are that someone will misinterpret the written word without the benefit of accompanying verbal tone and body language. If you’re not careful you could end up having a drama to resolve.

What time saving email tips do you have to share?

Posted in: Time Management

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